Laboratory Administrative Assistant

Laboratory Administrative Assistant

The Laboratory Administrative Assistant provides organizational, logistical, and clerical support
to ensure smooth day-to-day essential laboratory operations. This role handles documentation,
scheduling, communication, and administrative compliance, and supports the laboratory’s
technical testing and analysis. This is a non-technical role with development opportunities for
technical growth.

Qualifications:

• Education: Preferred Bachelor’s or Associate's degree in the science field, or 3-5 years of
  equivalent experience with identified skills
• Experience: Entry-level to 2 years
• Skills: Strong organizational skills, proficiency in office software (Excel, Word, database
  systems, SharePoint), high attention to detail, excellent time management, collaboration,
  and multitasking
• Certifications: Generally none required, though familiarity lab safety preferred

1. Documentation & Records Management:

• Maintain and organize lab files, records, and databases (paper and electronic)
• Ensure proper filing and retention of test results, certificates, and compliance
  documents
• Enter and update data in laboratory information management systems (LIMS)
• Prepare, proofread reports, format and format documents and Test method SOPs
• Track and manage document version control for SOPs and policies
• Assist with archiving and retrieving historical records for audits or inquiries

2. Scheduling & Coordination:

• Schedule staff meetings, training sessions, and equipment maintenance appointments
• Coordinate calendars for lab management and senior staff
• Arrange logistics for inspections, audits, or vendor visits
• Coordinate sample pickup/delivery schedules with couriers or other departments

3. Communication & Correspondence:

• Serve as a point of contact for internal and external inquiries (phone, email, in-person)
• Liaise with vendors and suppliers regarding orders, deliveries, and invoices
• Contact with outside Laboratories for sample processing

4. Inventory & Procurement Support:

• Track office and basic lab supply inventories (PPE, consumable supplies, laboratory
  instruments, or materials for experiments, etc.)
• Complete inventories of chemical cabinets and verify supporting documents are up-todate provide list to team lead for ordering chemicals
• Process purchase requisitions and follow up on order status
• Receive and log incoming deliveries; route items to appropriate staff
• Maintain vendor contact lists and basic procurement records
• Assist with invoices tracking under supervision

5. Compliance & Administrative Support:

• Assist in preparing documentation for regulatory audits or accreditation reviews
• Maintain logs required for compliance (equipment maintenance logs, etc.)

6. General Office & Laboratory Support:

• Support sample management; organizing, labeling, and removal
• Support maintaining a clean, organized, laboratory facility
• Handle incoming and outgoing mail and packages for samples and other items
• Support meeting logistics (meeting notes, follow-ups, and room set-ups)
• Point of contact with IT or Facilities for work items

7. Cross-Functional Support:

• Assist Laboratory Manager with special projects, reports, or presentations
• Support Laboratory Technicians with preparation of sample specimens
• Other items as needed